Portal Help & FAQ

Each file can be up to 25 MB. Most documents and phone photos are well under this.

If a file is too large: Use a free tool like smallpdf.com or ilovepdf.com to compress PDFs. For photos, email the photo to yourself — most email apps auto-compress images. Upload files one at a time, not zipped together.

Yes. Phone photos of printed documents, policy binders, or vendor contracts are perfectly fine. Just make sure the text is readable — lay the document flat, use good lighting, hold your phone directly above (not at an angle), and photograph one page at a time.

iPhones save photos in .HEIC format by default, which our portal doesn't accept. Here's how to fix it:

Upload whatever you have. Don't worry if you're missing some — identifying gaps is part of the assessment. The more you provide, the more thorough the result.

Helpful documents include: Any existing AI use policy or acceptable use policy. Vendor contracts or terms of service for AI tools (ambient documentation, clinical decision support, coding/billing AI, chatbots). Business Associate Agreements (BAAs) for AI tools. Staff training materials about AI use. Internal memos or communications about AI policy. Screenshots of AI tool settings. Your current malpractice insurance policy declarations page (the summary page showing coverage and exclusions).

Yes — remove any Protected Health Information (PHI) before uploading. This means patient names, dates of birth, medical record numbers, Social Security numbers, or any other individually identifiable health information.

We don't need patient records. We need your policies, contracts, and workflow documentation — none of which should normally contain patient data.

If a document happens to show a patient name (for example, a screenshot of an AI tool), just black it out. Use a marker on a printed page, or your phone's photo editor to draw over it.

Yes. Answer what you can. If you don't know whether a particular AI tool has a BAA or what its data retention policy is, write "unsure" or "I don't know." That's useful information — it tells us where the gaps are. You don't need to research anything before submitting.

Yes. The form saves automatically. If you close the browser or navigate away, your responses are preserved. Return to the same form link to pick up where you left off.

Once submitted, you can't edit the form directly. If you need to add information or correct something, use the contact form below and we'll update your file before the assessment begins.

File too large: Compress it or split into smaller parts. Limit is 25 MB per file.

Wrong format: Must be PDF, DOCX, JPG, PNG, XLSX, CSV, or TXT. HEIC files need to be converted to JPG first (see the HEIC question above).

Slow connection: Try Wi-Fi instead of cellular data.

Browser issue: Refresh the page. If it persists, try Chrome, Safari, or Edge. Clear your cache if needed.

The form works on mobile but is best on a tablet or desktop. Try rotating to landscape mode, or switch to a larger screen for the best experience.

Check your spam or junk folder first — our emails come from the sentinelriskgrp.com domain. If you still don't see it after 15 minutes, send us a message with your name and the approximate time you submitted, and we'll confirm receipt.

Yes. All submissions and uploads are encrypted in transit (TLS/SSL) and at rest. Your documents are stored in a secure environment accessible only to your assigned assessment team. We do not share your information with third parties.

Only the Sentinel Risk Group assessment team assigned to your engagement. Documents are not shared with other clients, partners, or external parties. The assessment is confidential per the engagement terms you accepted at intake.